About the Organization
UMI Fund is a donor collaborative working at the intersection of climate justice, equity, and systems change. The Fund connects, aligns, and resources movements working toward a socially just, zero-carbon future.
As a growing and dynamic organisation, UMI Fund supports and accelerates climate action through philanthropy, partnerships, and strategic grant-making. It also serves as a convenor, advisor, and funder within the global climate ecosystem.
At its core, UMI Fund is committed not only to impact—but to how that impact is achieved, prioritising inclusion, transparency, collaboration, and care in all aspects of its work.
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Role Purpose
The Grants & Administration Coordinator is responsible for managing the full lifecycle of grants and contracts across the organisation. This includes ensuring accuracy, compliance, and efficiency from application through to award, modification, reporting, and closeout.
Job Title: Grants & Administration Coordinator
Organization: UMI Fund
Job Location: Remote (International)
Contract Type: Full-time
Application Deadline: 18 May 2026 (09:00 CET)
Salary: Commensurate with experience and location + location allowance (15%–30%)
The role serves as the central coordination point for grant documentation, compliance, and administrative processes—ensuring strong systems that support funders, grantees, and internal teams.
A key focus of this role is building reliable, well-organised grant management systems that enable transparency, accountability, and effective decision-making across the organisation.
Key Responsibilities
1. End-to-End Grant & Contract Management
- Lead preparation, review, and processing of grants, contracts, and agreements
- Serve as the primary point of contact for grant administration workflows
- Ensure timely and accurate execution of all agreements
- Maintain structured documentation across all funding processes
2. Compliance & Risk Management
- Ensure all agreements comply with organisational policies and legal/regulatory requirements
- Identify and escalate risks in contracts and grant agreements
- Work with internal legal counsel and partners to resolve compliance issues
- Ensure adherence to donor requirements and funding conditions
3. Data Stewardship & Reporting
- Maintain accurate and secure grant data systems and documentation
- Ensure compliance with GDPR and data protection standards
- Generate reports and insights for Finance and Grants leadership teams
- Manage sensitive data with confidentiality and integrity
4. Systems Development & Process Improvement
- Improve grant management systems, tools, and workflows
- Contribute to process innovation and operational efficiency
- Support development of internal policies and best practices
- Strengthen grant tracking, reporting, and documentation systems
5. Cross-Functional Coordination
- Work closely with fundraising, programme, finance, and MEL teams
- Support proposal development and grant reporting processes
- Assist programme teams with compliance and budget alignment
- Coordinate with external funders, auditors, grantees, and contractors
Required Experience & Qualifications
- Proven experience in grants management or contract administration
- Background in philanthropy, non-profit, or international development sectors
- Strong understanding of grant compliance and financial tracking
- Proficiency with grant management systems or CRMs
- Advanced spreadsheet skills (Excel or Google Sheets)
- Strong knowledge of data protection principles (GDPR experience preferred)
- Fluency in English (additional languages an advantage)
- Ability to work independently in a remote, global team environment
Skills & Attributes
- High attention to detail and strong commitment to accuracy
- Strong interpersonal and cross-cultural communication skills
- Ability to manage multiple priorities in complex environments
- Solution-oriented mindset with strong problem-solving ability
- Cultural awareness and commitment to equity, diversity, and inclusion
- Strong integrity and ability to handle confidential information
- Comfortable working across time zones and remote teams
- Collaborative and compassionate approach to partnerships
Compensation & Benefits
- Competitive salary based on experience and location
- Location allowance (15%–30% on top of base salary)
- Annual remote work allowance (~$1,000 USD equivalent)
- Comprehensive health coverage (including dependents, where applicable)
- Life insurance coverage
- Minimum 20 days paid annual leave + additional holidays and year-end break
- Flexible working arrangements (40-hour work week with flexibility)
- Access to wellness platform (Headspace)
- Paid volunteer days (2 per year)
- Generous parental, medical, and bereavement leave policies
- Home office support and ergonomic assistance
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Working Culture
UMI Fund is a values-driven organisation that prioritises:
- People-first collaboration and care
- Transparency, humility, and shared accountability
- Inclusion across cultures, identities, and lived experiences
- Thoughtful, well-designed processes
- Continuous learning and improvement
The organisation fosters a respectful, supportive environment where kindness and professionalism are equally valued.
Application Process
To apply, candidates must submit:
- A CV/resume in the required format
- A cover letter outlining motivation and suitability
Deadline: 18 May 2026 (09:00 CET)
Applications must be submitted via the official application portal (email applications will not be accepted due to GDPR compliance).
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Equal Opportunity Statement
UMI Fund is committed to equality, diversity, and inclusion. Applications are encouraged from individuals of all backgrounds regardless of gender, race, disability, religion, age, or sexual orientation.
